Scenario: I work for two offices (each office 50% of time) as an IT System Administrator. Besides I write computer programme which is not my responsibility. I do this to help my colleagues and refresh my programming skills.

I developed a payslip program on my own initiation for our HR team. Now they requested to modify it. But I am currently very busy and would like to say ‘NO’ with giving some reasons why.

Grateful for your comments and suggestions on text below.

Dear …

Thank you for your email.

The E-Payslip was basically built to dispense with paper based payslip on pre-defined fields/records. It allows to email each staff payroll information individually as oppose to hard copies.

You were very contented when the E-Payslip started using by your team – copy attach.

Now you would like to modify it. I have calculated that it needs minimum of one week full time. I welcomed your request but can not do so as I have a limited time to work in the office. The 50% of my time here is fully occupied by my own responsibilities - IT System Administration and users helpdesk support.

For your information IT Administrators are not responsible for developing the software. There is hardly any local IT Administrator does it across ABC (except HQ). I am just doing it for helping you & your team and also refresh my programming knowledge.

Whenever I have free time, I would surely start working on your request but can not give the specific date. I would let you know if I begin it.
Hi,

Scenario: I work for two offices (each office 50% of time) as an IT System Administrator. Besides I write computer programme which is not my responsibility. I do this to help my colleagues and refresh my programming skills. The problem,as you now see here, is that you need to clarify who will be responsible for maintaining the things that you produce. I suggest that you need to do this before people start using them, as otherwise this kind of problem will continue to arise.

I developed a payslip program on my own initiation for our HR team. Now they requested to modify it. But I am currently very busy and would like to say ‘NO’ with giving some reasons why.

Grateful for your comments and suggestions on text below. I've suggested some changes.

Dear …

Thank you for your email.

I am very happy that you are finding the E-payslip system very useful. The modification you have requested will take me a minimum of one week, working full-time. Unfortunately, 50% of my time here is fully occupied every week by my responsibilities for IT System Administration and user help-desk support.

IT Administrators are not officially responsible for developing this type of software. I just created the E-payslip on my own initiative, to help you and your team. I will be happy to start work on your request when I have time available, but at this point I regret that I cannot give a specific date. .


Best wishes, Clive
Clive - May thanks